Getting to Paperless Debbie Pickett, CPMSM Manager, Medical Staff - - PDF document

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Getting to Paperless

Debbie Pickett, CPMSM Manager, Medical Staff Services EvergreenHealth, Kirkland, WA

Learning Objectives

• At the completion of this educational activity, the learner will be able to:
• Perform an assessment to determine if existing software will work in a paperless

environment

• Identify key factors in selecting new software, if needed
• Determine minimum software and hardware requirements
• Develop a plan and timeline for scanning existing paper files, and for deployment of

additional software modules (i.e., electronic applications, electronic committee review)

Where are you on the journey to paperless?

• We’re using our old medical staff files to line the bottom of bird cages

(we’re paperless!)

• In the process of becoming paperless
• Thinking about going paperless
• There’s nothing better than a paper credentials file

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Realities of Credentialing & Privileging in 2018

• Expectations to credential & privilege more quickly (without errors)
• More and more disciplines needing credentialing and/or privileging
• High provider turnover
• Increased regulatory and health plan requirements

How Going Paperless Can Help You

• It increases the speed of processing credentialing files
• Reduces the amount of physical space needed for the department
• Eliminates cluttered stacks of paper around the office
• Reduces the chance that important documents will be lost
• It’s environmentally responsible

Decide What Paperless Looks Like for You

• Exclusively paperless
• Mostly paperless with a few forms that are printed that need to

have wet signatures

• Do everything on paper first, then scan to electronic format

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The Journey to Paperless is a Marathon Not a Sprint! Pace Yourself!

Develop a Plan/Proposal

• Do your research – ask other organizations how they did it
• Determine if your hardware and software will support a paperless environment
• If not, ask for demonstrations and quotes from several vendors. Ask for references from

facilities using their product.

• Determine the costs of the project
• Develop a timeline for the project
• Get buy-in early from your staff, medical staff leadership, and administration
• Form an implementation team

Success or Failure?

• Planning cannot be underestimated
• Buy-in from key players is critical to your success!
• Be aware of your facility’s approval processes
• Expect pushback and develop some positive responses
• Getting to paperless is a journey – consider a step wise approach

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Database Management and Data Standards

• How consistent, clean and up-to-date is your data? Do you need to clean-up

existing data and set standards for data entry and naming conventions?

• If you use, or will be transitioning to web based software, know your

vendor’s plan for backing up your data in case of power outage, natural disaster, etc.

Getting Started

Current Tools

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Future Tools

Suggested Tools and Resources To Maximize a Paperless Environment

• Up-to-date computers, laptops
• Two or more large monitors per workstation
• High-speed desktop scanners (we use Fujitsu fi-7160 scanners)
• Fax software such as Rightfax that allows faxing to PC’s
• Adobe Acrobat Pro
• Electronic signature software such as Docusign
• Consider using college students or current employees on light duty to scan your

current files

Next Steps

• Prior to deployment (if you chose new software) see if your vendor has any
• nline training modules you can access
• Make sure some onsite training is included just after deployment

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Electronic Applications and Forms

• After your active files have been scanned, and you have had experience

working in that environment for a few months…

• Consider activating the online application module of your software
• Next, consider activating the virtual review module for your Credentials

Committee

Benefits of Being Paperless

• No more filing paper documents into huge, heavy files. Documents are filed

electronically as they are received.

• Requests for a copy of a document is handled in seconds
• Files can be accessed 24/7, 365, from any computer with internet access
• Reduced costs associated with paper, ink, copier usage
• Auditors love paperless credentialing

Final Thoughts

• Transitioning to paperless takes significant effort and vision
• Proper planning is essential for success
• Every organization’s journey is different
• The benefits of being paperless are many

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Questions?